WFP London - Business Support Assistant G3

We are seeking to fill a Short-Term position of Business Support Assistant G3 based in the WFP London Office for a duration of 6 months (renewable subject to certain conditions). This is an office-based position with the possibility of hybrid work but depending on circumstances assessed continuously.

WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status, physical or mental disability.

Applicants must reside within commuting distance to the office location in the duty station (10 Furnival Street, EC4A 1AB, London), and be UK Residents holding a valid passport and/or identity card, or a valid Resident Permit/legal paper to work and live in the country.

ORGANIZATIONAL CONTEXT

The United Nations World Food Programme is the world's largest humanitarian agency fighting hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need. In 2020 the World Food Programme was awarded the Nobel Peace Prize for its efforts to combat hunger and its contribution to bettering conditions for peace in conflict-affected areas.

The objective of the London Office is to create an enabling environment for fundraising and to raise the profile of WFP in the UK. The team’s work is focused on building and maintaining partnerships with a range of public sector actors. The mandate of the London Office was expanded last year, and so was the team. Much of the outreach is to new partners and this office has a start-up quality to it. The new stakeholders include think tanks and academia, parliamentarians, government departments and the media.

JOB PURPOSE

The Business Support Assistant will report to the Business Support Assistant and will be expected to deliver a range of routine business support and administrative tasks, to ensure that team members are effectively supported. The selected incumbent will provide proactive and service-oriented support in the following areas : filing of documents and records (electronic and paper-based), collection of mails from the post office as necessary, DHL collections/deliveries, data entry tasks in standard templates and/or corporate systems, office access for visitors, follow up of time sheets and attendance records, liaising with suppliers to carry out required equipment maintenance and to a small extent travel and procurement activities as necessary.

The selected incumbent will be required to produce accurate and organized work, and demonstrate good teamwork, client orientation, and attention to details skills while ensuring discretion and confidentiality at all times.

KEY ACCOUNTABILITIES (not all-inclusive, nor exhaustive)

• Collect, sort and disseminate correspondence, reports and other material to meet the required demands of staff to time standards.
• Respond to routine queries received and escalate where appropriate, to provide a timely and accurate service to clients.
• Proofread written documents, such as standard reports and correspondence, to contribute to the accuracy of written information developed by staff.
• Provide a set of standard business support activities, where required, to contribute to the effective functioning of business operations.
• Make travel arrangements and support events, etc., to support staff to work effectively.
• Support the maintenance of office files, documents, and records in accordance with established systems and processes so that information is current and readily available for staff.
• Undertake standard data entry tasks in accordance with defined systems, to ensure information is organised and readily available for the business team.

SPECIFIC POST REQUIREMENTS (As required by the Hiring Manager)

Essential:

• Some experience inputting data and updating tracking sheet/databases.
• Some experience creating and maintaining filing systems (electronic and paper copy)
• Some knowledge of travel and procurement processes.
• Good communication, client orientation and teamwork skills.

Desirable:

• Good knowledge of Microsoft Word, Excel and Powerpoint
• Some experience using Microsoft 365, including Teams, SharePoint and OneDrive.
• Experience working in a United Nations common system, international organization or non-governmental organization.
• Knowledge of ERP systems and specifically SAP Software.

STANDARD MINIMUM QUALIFICATIONS AND EXPERIENCE

Education: Completion of secondary school education.

Language: Working knowledge (proficiency/FAO level C) of English.

Experience: Three or more years of experience in general administrative work.

Knowledge & Skills:

• Ability to use standard office equipment such as photocopiers and scanners.
• Knowledge of standardised business support work routines and methods.
• Knowledge of standard office software packages, e.g. Microsoft Word/ Excel.
• Uses tact and courtesy to give and receive information with a variety of individuals.
• Good attention to detail in order to identify data discrepancies.
• Ability to work to deadlines and follow clear instructions

WFP LEADERSHIP FRAMEWORK: COMMON STANDARDS OF BEHAVIOUR as outlined in the Generic Job Profile ‘Business Support Assistant G3’ apply.

Leads by Example with Integrity:

• Upholds WFP values, principles, and standards: Demonstrates the WFP values, principles and standards
• Respects others and values diversity: Values diversity using respectful and inclusive language
• Stays focused and calm under pressure: Stays focused and calm when under pressure
• Demonstrates humility and a willingness to learn: Shows humility and a willingness to learn and share knowledge, seeking and acting on feedback, and taking up opportunities to develop

Drives Results and Delivers on Commitments:

• Delivers results for maximum impact: Is accountable for the delivery of results
• Delegates appropriately: Seeks guidance and support where needed
• Adapts readily to change Adapts readily to change adjusting work as needed

Fosters Inclusive and Collaborative:

• Is inclusive and collaborative: Promotes teamwork by sharing ideas and openly raising issues
• Gives timely and constructive feedback: Gives timely and constructive feedback to others
• Builds and shares new perspectives: Listens attentively to others and shares views

Applies Strategic Thinking:

• Communicates and fulfils WFP’s vision: Embraces WFP’s vision and how it impacts their role
• Embraces curiosity and new ways of doing things: Shows curiosity and implements new ways of doing things when relevant
• Analyses and evaluates data: Gathers data and shares knowledge to inform team activities
• Considers the impact of decisions: Asks questions to understand the impact of decisions for their objectives

Builds and Maintains Sustainable Partnerships:

• Builds partnerships: Acts professionally with external partners
• Collaborates to deliver common objectives: Works together with partners to deliver common goals

TERMS AND CONDITIONS

WFP offers a competitive compensation package which will be determined by the contract type and selected candidate’s qualifications and experience. Please visit the following website for detailed information on working with WFP “ http://www.wfp.org Click on: “Our work” and “Countries” to learn more about WFP’s operations.

Applicants must be:

• UK Residents holding a valid passport and/or identity card, or a valid Resident Permit/legal paper to work and live in the country.
• Reside within commuting distance (100-kilometer radius or distance that can be covered within 1.5 hours by car or public transport under average conditions of traffic, weather, and roads) to the office location at the duty station (10 Furnival Street, EC4A 1AB, London).

Deadline for applications: 4 May 2022

Ref. VA: 161451

All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.